How to convert a Word document to PDF — and keep it looking right

A PDF looks the same on every device and cannot be accidentally edited, which is why CVs, reports and letters are usually sent that way. There are several ways to make one from a Word document, and the right one depends on what is in the document.

Option 1: export from your word processor

If you have Microsoft Word, LibreOffice, Pages or Google Docs, the most faithful PDF comes from the program itself: Save As or Export, then choose PDF. In Google Docs it is File → Download → PDF. This keeps images, tables, columns, text boxes and your exact fonts, because the program that laid out the page is also the one drawing the PDF.

Use this route for anything with pictures, tables or careful layout.

Option 2: convert in the browser

When you only have the file — on a borrowed computer, or a phone without an office app — Word to PDF converts it in your browser without uploading it.

1. Add the .docx file.
2. Choose a page size and margin width.
3. Press Convert, check the preview and download.

It reads the document's structure — headings, paragraphs, bold and italic text, bulleted and numbered lists — and lays it out on PDF pages in a standard font. The result is a tidy, searchable PDF with real text. It does not reproduce images, tables, text boxes, columns or custom fonts, so it suits letters, essays, notes and simple reports.

Old .doc files

The pre-2007 .doc format is a binary format that browsers cannot read. Open it in Word or LibreOffice and save it as .docx first.

Why layouts sometimes shift

• Fonts. If the document uses a font the converting program does not have, a substitute is used, and line and page breaks move. Exporting from the computer the document was written on avoids this.
• Paper size. A document set up for A4 and exported as Letter, or the other way round, reflows. Set the page size in the document before exporting — see A4 vs Letter.
• Tracked changes and comments. Accept or reject changes and delete comments first, or they may appear in the PDF.

Make it searchable and accessible

Use real headings styles in Word rather than large bold text. When exported, they become proper headings that screen readers and the PDF's navigation can use, and they make the document easier to scan for everyone. Add alternative text to important images in the word processor before exporting.

Keep it small

A text document exported to PDF is usually small. Large files come from large pictures. Many word processors offer a smaller-file option in the export dialog that reduces image resolution. For a PDF that is already too large, see how to reduce PDF file size.

Sending several documents

If a cover letter and a CV need to go as one attachment, export each to PDF and combine them with Merge PDF. Open the final file once before sending, and check the page count and the first page.